Privacy Policy

Information gathered and its use

We receive and store any information you enter on our website, or give us in any other way, for example during a meeting. We use your contact details to communicate with you, we may also use your information to send you news about our products and services or those of other carefully selected companies which we think may be of interest to you. We may contact you by post, email, telephone or fax for these purposes. If you do not want to receive such communication you can opt-out during registration, by emailing us atinfo@prestonbaker.co.uk, or by following the unsubscribe instructions on the email. Please note that there may be instances where it may be necessary for us to communicate with you, in any event, for administrative or operational reasons relating to our service.

ON REGISTRATION

When you use the site we anonymously record the details of the pages you look at but this data is not personally identifiable. We use this data to monitor site traffic and analyse paths customers take through our site which enable us to improve the service we provide. This information is only used by us and is not passed to any other party.

Site monitoring

When you use the site we anonymously record the details of the pages you look at but this data is not personally identifiable. We use this data to monitor site traffic and analyse paths customers take through our site which enable us to improve the service we provide. This information is only used by us and is not passed to any other party. We reserve the right to change, modify, add or remove provisions of this Privacy Policy. Any changes to this Policy will be shown here, and we recommend that you check this Policy again from time to time.

Place of processing

The personal information held by us is held on and processed by computers situated in the United Kingdom.

Security

We have security measures in place to protect our customer database and access to this database is restricted internally. However, it remains your responsibility:

to protect against unauthorised access to your log in details;

if you open more than one browser of the same type whilst using the website, to remember to close down all browser windows when you finish;

if you share a computer with someone else or use a public Internet access then we advise you to delete the browsing history and log off the computer. This will help ensure any personal information stored temporarily in the computer's memory is lost.

Disclosure for legal and regulatory reasons

We reserve the right to communicate such personal information as we hold to third parties which seek the disclosure of it, if we are requested to do so by law or by a regulatory authority.

Links to third party sites

Our site contains links to other sites. We are not responsible for the privacy practices, or the content of those websites. You should read the privacy policies of every website that collects data.

Cookies are small text files that are placed on your computer's hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website.

to record whether you have accepted the use of cookies on our web site. This is solely to comply with the law. If you have chosen not to accept cookies, we will not use cookies for your visit, but unfortunately, our site will not work well for you.

to allow essential parts of our web site to operate for you.

to operate our content management system.

to operate the online notification form - the form that you use to contact us for any reason. This cookie is set on your arrival at our web site and deleted when you close your browser.

to enhance security on our contact form. It is set for use only through the contact form. This cookie is deleted when you close your browser.

to collect information about how visitors use our site. We use the information to improve your experience of our site and enable us to increase sales. This cookie collects information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, and the pages they visited.

to record that a user has viewed a webcast. It collects information in an anonymous form. This cookie expires when you close your browser.

to record your activity during a web cast. For example, as to whether you have asked a question or provided an opinion by ticking a box. This information is retained so that we can serve your information to you when you return to the site. This cookie will record an anonymous ID for each user, but it will not use the information for any other purpose. This cookie will last for a period of time after which it will delete automatically.

to store your personal information so that you do not have to provide it afresh when you visit the site next time. This cookie will last for a period of time after which it will delete automatically.

to enable you to watch videos we have placed on YouTube. YouTube will not store personally identifiable cookie information when you use YouTube's privacy-enhanced mode.

Log files and statistics

We may use IP addresses, URL's of requested resources, timestamps and HTTP user agents to analyse trends, administer the system and gather broad demographic information for aggregate use. In addition to this we may use third party services to monitor your use of our website, including Google Analytics, a web analytics service provided by Google, Inc ('Google'). Google Analytics use cookies to help analyse how visitors use our site. The information generated by the cookie about the use of our web-site (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our web-site, compiling reports on web site activity and providing other services relating to web-site activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies be selecting the appropriate settings on your web browser, however, please note that if you do this you may not be able to make full use of our web-site. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Legal information and your agreement

Access by you to our web-site is confirmation that you have understood and agreed to be bound by all of these terms and conditions. This web-site is prepared and issued in the United Kingdom and is intended for the information of United Kingdom residents only.This web-site is for information purposes only and its content is subject to change without notice. Nothing on this web-site shall be deemed to constitute financial advice and in the event that you wish to have any such advice, please contact us.

Disclaimer

Whilst we use all reasonable efforts to ensure that the information published on this website is accurate, current and complete at the date of publication, no representatives or warranties are made (express or implied) as to the accuracy, currency or completeness of such information. We cannot accept responsibility (to the extent permitted by law) for any loss arising directly or indirectly from the use of, or any action taken in reliance on, any information appearing on this web-site or any other web-site to which it may be linked. We make not warranty that this web-site is free from errors, defects or viruses. We reserve the right to change, modify, add or remove provisions of this Privacy Policy. Any changes to this Policy will be shown here, and we recommend that you check this Policy again from time to time.

Copyright notice

The entire contents of this web-site (except where applicable the crown copyright location maps) is our property and is subject to copy right with all rights reserved. You may download or print individual sections of the web-site for personal use and information only provided that these properly indicate our copyright and other proprietary notices.You may not reproduce (in whole or in part), modify, decompile, disassemble or transmit or use for any commercial purpose whatsoever any information from this website without Our prior written consent.

E-mail

There is no guarantee that any e-mail you send will be received by us or that the confidentiality of that e-mail will be maintained during internet transmission.

Applicable law

Any disputes arising from the use of this website shall at all times be governed by the laws of England and Wales and the parties shall submit to the exclusive jurisdiction of the English Courts.

International transfers of personal information

As the internet can be assessed world wide, if you are visiting the site from outside the UK, your visit will necessarily result in the transfer of information across international borders. By visiting this site and communicating electronically with us you are consenting to these transfers.

At Preston Baker, we are committed to maintaining the trust and confidence of our customers and the visitors to our website. In particular, we want you to know that Preston Baker is not in the business of selling, renting or trading email lists with other companies and businesses for marketing purposes. This is our Privacy Policy, we have provided lots of detailed information on when and why we collect your personal information, how we use it, the limited conditions which we may disclose it to others and how we keep it secure.

Cookies.

Our websites use cookies to collect information. This includes information about browsing and behaviour by people who access our websites. This includes information about pages viewed, products visited and the customer journey around our websites. Please visit the “explore” section of our website www.prestonbaker.co.uk for more details.

Google Analytics.

When someone visits www.prestonbaker.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out the number of visitors to the various parts of the site. This information is processed in such a way to maintain the anonymity of our customers. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Mailing Lists.

As part of our registration process you may want to opt in for our monthly e-newsletter.

We use a third-party provider, Brief Your Market, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please visit www.briefyourmarket.com to review their privacy policy. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails.

Access To Your Personal Information.

You are entitled to view, amend, port or delete the personal information that we hold about you. You also have the right to be forgotten. Email your request to our Administration Manager at info@prestonbaker.co.uk or contact our Admin Team on 0113 487 8370.

Where you have exercised your right to be forgotten, we will only maintain a record of your details in order to fulfil our legal obligations for any defence against Consumer Protection Regulations or the Anti-Money Laundering Act.

Changes To This Privacy Notice.

This privacy will be reviewed annually and was last updated in April 2018.

Changing The Way We Contact You.

If you would like to amend our methods of contact with you, you can do this at any time by contacting the Branch/Department you are registered with or by contacting our Admin Team on 0113 487 8370 or emailing: info@prestonbaker.co.uk.

This document outlines our Company policy in regards to the GDPR Data Protection Legislation 2018.

How We Store Our Customers’ Data And Who We Share It With

We store all of our customers’ data on a software system called RPS or Reapit. The system is a software product which we have a license to use. The data that we collect is owned by Preston Baker. Preston Baker do not sell your data to any third parties. In order to make certain services available to you, we may need to share your personal data with some of our service partners. These include IT, tenant deposit schemes, contractors, inventory clerks, our tenancy set-up software Goodlord and marketing service providers.

We work with other companies that may assist you in your moving process – for example lawyers that we refer to. Before passing your data on to any of these companies we will ask your permission.

If required for legal reasons we may also share your data with law enforcement agencies, courts/tribunals and government bodies. We would need to do this to comply with our legal obligations, to exercise our legal rights for the protection of our employees and customers and for the prevention, detection, investigation of crime or prosecution of offenders.

How Do We Securely Store Your Data?

Whether it is personal data, or data which is deemed as a special category, all data is stored on encrypted computer servers. The RPS data storage system that we use abides by the GDPR Policy and is password protected by all of our users.

In line with GDPR, the RPS system allows us to maintain a record of processing activities.

Any paper copies of personal or special category data is shredded at our premises if no longer needed. Where it is necessary to store paper copies of data these records are kept secure and locked away out of sight.

Our Legitimate Reasons For Processing Customer Data.

The processing of any customers’ data is necessary for the legitimate interests of Preston Baker, including:

Supplying and selling services to our customers.

Sending promotional communications and contacting our customers about services which are relevant.

Complying with our legal and regulatory obligations.

Preventing, investigating and detecting crime, fraud or anti-social behaviour and prosecuting offenders, including working with law enforcement agencies.

Handling customer contacts, queries, complaints or disputes.

How Long Do We Store Data And Why?

We do not store your data for any length of time further than the time which is necessary to service you as a customer. Where we must store customers’ data In line with other legal compliance obligations, we keep it encrypted and will only use it as needed to fulfil our legal obligations or to service your needs as a customer. For example, under Anti-Money Laundering obligations we must store identification documents for any person we do business with for five years. Equally, we must store data for seven years to comply with Consumer Protection Regulations.

What Do We Use It For?

We will use your data to contact you to service your needs as a customer. We will contact you by the methods that you have opted in for. We may contact you about relevant products and services based on our knowledge of our average customers’ needs.

We will obtain your consent to be contacted at our first point of contact with you.

Data Security Breaches.

We treat security of our clients’ data as a serious matter. All data will be stored as described above. If there is a data security high level breach which is likely to result in a risk to our customers, this breach will be notified to the ICO within 72 hours and all parties effected will be contacted.

How We Obtain Consent.

Upon initial contact with Preston Baker, clients will be asked for their consent to be contacted. There will be a choice of contact options; consent can be amended or withdrawn at any time as detailed in our Privacy Policy.

We are committed to providing a professional service to all our clients and customers. When something goes wrong, we need you to tell us about it. This will help us to improve our standards.

We will where appropriate, make reasonable adjustments for consumers who might be disadvantaged because of factors such as their age, infirmity, disability, lack of knowledge, lack of linguistic or numeracy ability, economic circumstances, bereavement or do not speak English as a first language

If you have a complaint, please put it in writing, including as much detail as possible. We will then respond in line with the timeframes set out below (if you feel we have not sought to address your complaints within eight weeks, you may be able to refer your complaint to the Property Ombudsman to consider without our final viewpoint on the matter).

What will happen next?

We will send you a written acknowledgment of the receipt of your complaint within three working days of receiving it, enclosing a copy of this procedure.

We will then investigate your complaint. This will normally be dealt with by the manager of the relevant department who will review your file and speak to the member of staff who dealt with you, as well as researching evidence from our internal records. A formal written outcome of our investigation will be sent to you within 15 working days of receipt of the original complaint.

If, at this stage, you are still not satisfied, you should contact us again and we will arrange for a separate review to take place by a more senior member of staff.

We will write to you within 15 working days of receiving your request for a review, confirming our final viewpoint on the matter.

If you are still not satisfied with our final viewpoint (or more than 8 weeks has elapsed since the complaint was first made) you can request an independent review from The Property Ombudsman without charge.

The Property Ombudsman
Milford House
43-55 Milford Street
Salisbury
Wiltshire
SP1 2BP

01722 333 306

admin@tpos.co.uk

www.tpos.co.uk

Please note the following:

You will need to submit your complaint to The Property Ombudsman within 12 months from the date of our final viewpoint , including any evidence to support your case.

The Property Ombudsman requires that all complaints are addressed through this in-house complaints procedure, before being submitted for an independent review.